Town of Sabattus-Town Clerk

Start Date: July 31, 2025 | End Date: August 14, 2026
County: Androscoggin County
Job Type: Clerk

Position Title:   Town Clerk / Registrar of Voters

Reports to:        Town Manager

Department:     Administration

General Summary:

Work involves extensive public contact in collecting, preparing, and processing various files and providing information in issuance of licenses. Work is performed in accordance with the Sabattus Town Charter, Sabattus ordinances, and state and federal general law with a high degree of independence. Work requires initiative, judgment, and ability to work effectively and independently with the public and other officials.

This position is responsible for the preparation and maintenance of official documents; supervision of elections; issuance of various licenses and permits; recording various documents; and preparation of reports. Work is reviewed through observation, verification, internal audit, and fiscal audit.

This position also entails acting as a customer service agent/counter clerk to fulfill the various tasks and requirements of Sabattus customers such as, but not limited to, the following: registering motor vehicles and other recreational vehicles, accepting payments for property taxes, and utility bills, and other general service counter tasks as assigned by the Town Manager or office manager.

Essential Job Functions:

Directs all activities within the purview of the office of Town Clerk including:

• Attends and records all Town Board of Selectmen meetings, prepares agenda as directed by the Town Manager, prepares the minutes of the proceedings, maintains indexes, and preserves all permanent Selectmen and other Town records.
• Attends Annual Town Meetings, Special Town Meetings and records & preserves all permanent records of such meetings.
• Plans and supervises the conduct of all elections; prepares polls, ballot boxes, voting machines and ballots; instructs election officials as to election laws and procedures; issues absentee ballots; processes all election ballots and reports results to the Secretary of State; supervises all voter registration functions.
• Issuance of various licenses and permits.
• Recording various documents and vital statistics.
• Organization, recording and indexing of all Town cemetery records.
• Validates official documents; oversees posting of official notices, ordinances, and advertisements; records papers with the federal, State, and County governments as needed; swears in municipal officials as necessary.
• Supervises the issuance of, or issues, various licenses such as marriage, hunting, fishing and dog licenses, and maintains all records in relation thereto.
• Supervises the issuance of, or issues, most licenses such as victualer licenses, amusement licenses, etc. as mandated by local Charter, Ordinance and/or state law.
• Acts as the custodian of the official Town seal.
• Maintains records of births, deaths, and marriages, and sends periodic reports to the State of Maine Office of Vital Statistics.
• Maintains a public information service and, in response to reasonable requests, furnishes information and material concerning the Town government.
• Accounts for all public monies received by him/her in such manner as the Treasurer may prescribe.
• Performs all duties and exercises all powers incumbent upon or invested in Town Clerks by state law.
• Sets up and maintains a records retention and destruction system for the Municipality.
• Updates Charter, Code and Ordinances as necessary upon proper amendment approvals.
• Registers cars, trucks, boats ATV’s, snowmobiles and other motorized vehicles and balances all payments daily.
• Prepares a quarterly report and payment request for the State for births, deaths and marriages.
• Works cooperatively and collaboratively with the Town Manager, department heads, all employees of the Town, and all board and committee members.
• Attends work regularly
• Attends and successfully completes required education classes/training

Other Duties, and Responsibilities:

Thorough knowledge and understanding of:

• State statutes relating to the duties and responsibilities of Town and City Clerks.
• Modern office procedures, practices, software, and equipment.
• Ability to rapidly acquire and assimilate knowledge of the provisions of the Town Charter, Town ordinances, and State regulations relating to operation of the office and Town government and ability to accurately and effectively communicate same to office staff, other Town officials and the public.
• Proficiency in the use of computer technology and Microsoft Office software (i.e. MS Word, MS Excel).

The Town Clerk is expected to be a positive contributing member of the Town’s administrative team and shall possess excellent customer service skills and provide excellent customer service to all customers of the Town’s administrative office which includes: All Town residents, taxpayers, employees, vendors, and other visitors.

Skills/Experience/Training Required

Considerable experience in clerical work of a responsible nature including experience with public contact; high school graduation supplemented by courses in accounting, business education, office procedures, and computers.

Supervisory Responsibilities

May supervise temporary, irregular part-time employees (e.g. ballot clerks).

Working Conditions/Physical Demands (Essential Job Functions) *

Physical surroundings are traditional office setting. Physical effort with freedom of movement on a regular and frequent basis is required to move between seated desk position to customer service counter. Significant standing is required to wait on customers. Must be able to operate office machines and lift light materials and supplies up to 30 lbs. Regularly operates a desktop computer and telephone, requiring hand-eye coordination and finger dexterity; and continuous interaction with internal and external customers. Minimal travel expected, but is required for trainings, conferences, and customer service functions (e.g. absentee ballot delivery for the elderly or infirm, etc.).

Necessary Special Requirements:
Must be bondable

The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required.